Data and Information Management Council (DIMC)

Council Members Steering Committee for 2016 - 17 Academic Year

Signed DIMC Charge Letter

Purpose

In support of VCU’s mission and strategic goals, it is imperative that the Data and Information Management Council (DIMC) be consistently held to the highest ethical decision-making standards regarding Council/Committee decisions. DIMC is an interdisciplinary group accountable to the President, the Board of Visitors, the Provost and Vice President for Academic Affairs, Vice President for Health Sciences, Interim Vice President for Finance and Budget, and Interim Vice President for Administration. DIMC serves with the responsibility of decision-making; a rare and trusted function, reiterating the commitments of shared governance operating in support of university initiatives. More specifically, DIMC works under a best practices expectation balanced with feasibility to set strategy recommendations and oversee data and information management program initiatives with the ideals and expectations of transparency at the forefront. Membership reflects appointments by/from the Cabinet and members are expected to maintain the highest degree of respect, integrity, and stewardship at all times. The intent of this group is outlined in detail below.

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Goals

  1. Establish data as a trusted institutional asset to further VCU’s mission to advance knowledge and student success.

  2. Institute and manage definitions, policies, processes, and structures that support operational efficiency, effective decision-support and university-wide collaboration.

  3. Improve the security, integration, accessibility, quality, transparency, consistency and shared governance of data across the institution.

DIMC is a working-level, cross-functional group charged with the responsibility of overarching data and information management for the organization. This includes but is not limited to the creation of new data management processes, policies, and standards; changes to existing data management processes, policies, and standards; resolution of any data issues; and change management.

 

DIMC has been granted the authority to make decisions on all aspects of institutional data and information management.DIMC will lead the following initiatives:

 

  1. Implementing a mandate for creating and implementing policies and procedures to promote data consistency, data integration, data standardization, and data use.

  2. The development of a framework that establishes clear governance and accountability over institutional data and defines roles and responsibilities for individuals and groups within the university.

  3. The creation of a formal decision-making structure for data standardization and approval.

  4. The creation of a formal issue identification, escalation and resolution process for institutional data issues.

  5. The provision of a three-way mechanism for communicating (i.e., a reporting structure, communication plan and training) institutional data management initiatives across the organization.

  6. Formalizing procedures for liaising with business and technical groups for data management initiatives.

  7. The creation and enforcement of best practices around data access, data integration, data standardization and data use.

 

DIMC is not responsible in any way for an operating budget or any departmental staff. Day-to-day operations of both business units and IT Technology Services and distributed IT units are expected to be influenced by decisions made by DIMC but are not to be directly carried out by the council. DIMC will not advise business unit staff to make any decisions or take any action which violates institutional policies or regulations.

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Membership

Members of DIMC serve as experts in their fields and will represent administrative business units, academic business units and IT representatives who understand the data and information needs of the university, and the technological constraints of the existing IT infrastructure and applications.

 

Four categories of key stakeholders will  serve on the council:

  • the steering committee,

  • data stewards,

  • subject matter experts, and

  • administrative or academic business process owners.

 

Members of DIMC should be familiar with institutional data and information management policies, procedures, and practices. DIMC members will work in concert with the business unit they represent to achieve the best solutions to institutional data management.


Membership to DIMC will consist of a term to last at least one (1) academic year and no more than three (3) consecutive academic years. In the interests of continuity and not exhausting university resources, one-third of the council will be replaced each academic year. Replacements will represent the same university division as outgoing members and will be nominated by data trustees of that subject area. Members of the council  without term limits will include the Vice Provost for Planning and Decision Support, Chief Information Officer, Chief Information Security Officer, University Integrity and Compliance Officer (advisory; non-voting member), University Records Officer, and Executive Director for Enterprise Analytics and Advanced Research.

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Steering Committee

The steering committee will be a subset of DIMC members and membership will be by invitation of the Co-Chairs of DIMC on a rotating basis. Responsibilities of the steering committee include:

 

  • Act individually and collectively as a vocal and visible data governance champion throughout their representative areas/units.

  • Plan and set the overall direction for the council at large; establish goals and objectives and yearly work plans, review scope changes, prioritize and coordinate initiatives, and provide guidance on council’s efforts.

  • Form and disband sub-committees as necessary and evaluate their respective activities in relation to the goals/objectives of the Data and Information Management program; determine how new and existing activities across the institution concerning data governance and management will be integrated into a cohesive plan.

  • Upon council’s approval, prioritize and coordinate with appropriate groups to ensure the implementation of, and adherence to, policies, standards, and guidelines.

     

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Data Stewards

Data stewards include:

  • Business domain leaders  (Administrative and Academic) identified by Data Trustees as stewards of the data managed by the Data Trustee’s  area of responsibility with decision-making authority 

Subject Matter Experts

Subject matter experts include but are not limited to individuals performing roles such as

  • Business, Research, Data Analysts

  • Business Domain Managers

  • Business Domain Operational Staff

  • System Administrators

  • Report Writers

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Business Process Owners

Business Process Owners are:  

  • individuals responsible for managing the integrity of an end-to-end business process. 

Meeting Structure and Schedule

DIMC shall meet on a bi-monthly basis from September through May on the third Monday of the designated month from 2:00pm to 4:00pm.  These meetings will be scheduled by DIMC co-chairs or designated proxies. If any member is unable to attend the majority of DIMC meetings, then the council co-chairs will solicit  a replacement.

 

Approval for all initiatives will be reached through a majority  vote that seeks a minimum majority among the number of council members present at a properly called meeting where the quorum is present. The quorum for DIMC meetings is 70% of members. The vote will be administered by DIMC co-chairs or their delegated proxies. Each member of the council shall be entitled to one (1) vote.

 

The agenda of typical DIMC meetings will generally include the following items:

  1. Review major data and information management initiatives (e.g., process, technology, and organizational) in progress, and discuss concerns (i.e., status and issues). As necessary, consider prioritization and adjustments.

  2. Review new data and information management proposals (i.e., approve, decline, or defer).

  3. Highlight any changes or needs for changes, in data management strategies and policies.

 

The co-chairs will minimally provide a yearly update report to university’s executive leadership and the Board of Visitors that reviews the program’s progress for the current academic year and sets priority initiatives for the coming academic year.

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Council Members for 2016 - 17 Academic Year

NameTitleDepartment
Alexander L. Henson Council Co-chair, Chief Information Officer Technology Services
Kathleen K. Shaw Council Co-chair, Vice Provost for Planning & Decision Support Office of Planning and Decision Support
Marc A. Aiello Financial Analyst Budget & Resources Analysis
Konjit Y. Chitty Director of Human Resources Technology Services, Metrics, and Process Improvement Human Resources
Shannon M. Cribbs Director of Planning and Institutional Effectiveness Office of Planning and Decision Support
Jeffrey E. Cupps Exective Associate Athletic Director Athletics Office
Michael S. Flanigan Director, Planning & Operations Technology, SEM Office of Strategic Enrollment Management
Bernard C. Hamm University Registrar-Director, Record and Registration Office of Strategic Enrollment Management
Dan Han Chief Information Security Officer Technology Services - Information Security
Keith M. Hayes Director, Design & Construction, SOM FMD Administration
Terrance V. Henderson IT Director University Marketing
Alison K. Jones Assistant Vice President for Academic Affairs Office of Senior Vice President for Health Sciences
Jacqueline L. Kniska University Compliance Officer Audit & Compliance Services
Jodi L. Koste University Archivist University Libraries
Barry Lanneau  Special Applications Director Tech Services - Apps Svcs
Blake C. Maciver Director Advancement Operations
Elizabeth A. Micalizzi Director of Strategic Programs and Integrated Technology Office of Senior Vice President for Health Sciences
Justin L. Moses AVP for Student Conduct & Policy Development VP Student Affairs
Heather L. Seymour Associate Controller Financial Reporting
Daniel Curtis Silverman Compliance Coordinator, ALT Lab LISS
Jamie M. Stillman Director of Strategic Communications Office of the Provost and VP Academic Affairs
James H. Ward Executive Director of Research Information Systems Office of Research
Gokhan Yucel
Executive Director of Enterprise Analytics & Advanced Research, Data and Information Management Lead
Office of Planning and Decision Support

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Signed DIMC Charge Letter